Non-Credit Student Information System

The vendor required to provide non-credit student information system to identify a robust, scalable, and user-friendly system that will enhance our operational efficiency, improve the student experience, and provide advanced capabilities for managing course catalogs, registrations, fees, student records, and reporting.
- Course catalog and scheduling
•    Ability to build classes, catalogs, and programs, with data export for print
•    Setup of policies and rules by program and course (e.g., class cancellation policy varies by program)
•    Display course offerings on social media sites
•    Conform to institutional branding and be customizable
•    Multiple users can input and update course data
•    Ability to clone and modify existing courses
•    Ability to import course information
•    Ability to set course schedules over multiple terms.
•    Set up classes spanning multiple academic terms, virtual, or non-standard terms
•    Changes made to course information appear in real-time on the web
•    Ability to set up more than one instructor for a course
•    Ability to assign multiple instructors to an individual meeting time within a course
•    Ability to set, change, or override enrollment limits
•    Ability to make changes to a course after the start date (to also be applied to enrollments downstream if necessary)
•    Course administrators can update course data
•    Customize levels of authority and access for course administrators
•    Course administrators can set up events, workshops, and sessions
•    Create flexible meeting patterns for courses (e.g., workshop meets Mondays and Wednesdays with potential for skipped dates)
•    Assign single and multiple dates and times (one-day only, daily, weekly, monthly)
•    Administrators can designate various start and end dates/days/times per event
•    Administrators can schedule locations, specify venue type (classroom, conference room, lab, offsite), and assign maximums (with override option). 
•    Add any amenities for the scheduled space.
•    Resource management - ability to use system to schedule specific room locations and track scheduling of classroom and spaces
•    Automatic notification if minimum enrollment is not met by a predefined date
•    Automatic notification if the class has reached capacity
•    Allow students to add themselves to a class waitlist and receive a notification
•    Allow certain courses to be blocked from a “self-enroll” status
•    Automated waitlist process for student enrollment that's flexible enough to adapt to changing demands
•    Administrators with appropriate authority and access levels can list additional information and special instructions for course materials, meals, parking, contact information, and course instructions
•    Checks and balances are in place to ensure courses are fully configured before they become available for registration.
•    Registration administrators can designate and update student class status (administrative withdrawal, active, withdrawn, canceled, waitlisted, no show, substituted, transferred)
•    Post or not post classes online
•    Specify when classes can be published and opened for registration - automated
•    Hide class online. 
•    Allow to set up permission link and codes to allow specific students to enroll
•    Restrict registration in some courses to “request by permission” - triggers a notification to administrators to review and approve and deny.
•    Customize applications with workflows and checklists that show the steps required and completed.
•    Ability to combine sections
•    Allow students to fill out applications in one or more sessions
•    Allow students to add classes to “cart” and return in a later session to complete purchase. Ability to set student reminders to complete cart purchase.
•    Allow students to “follow” classes and be notified when they become available for registration (in current term or later)
•    Allow for dynamic dating - allow students to have different start/end dates for a class
•    Ability to define and configure flexible membership tiers, pricing, benefits, and access rules.
•    Historical tracking of program and course descriptions
•    Tracking of current and historical iterations of program completion requirements (including students enrolled under each)
•    Ability to set the minimum score and grade for passing each class and have them be recognized by the system.
•    Grade deletion functionality
- Fee structure and billing
•    Create variable fees for individual courses (e.g., different pricing levels for general public vs. corporate client and alumni)
•    Create discounts for courses and groups of courses and programs (e.g., bundled, age-based, employee discounts, single-use promo codes)
•    Apply discounts to items placed in a student’s shopping cart in real-time
•    Provide flat-rate and tiered pricing for multiple seat groups
•    Process payment for registration through payment gateway integration
•    Allow a student to pay later, including requiring a minimum deposit and populating a due date
•    Allow tracking of third-party payers (including the ability to include a predefined list of approved payers that can be dynamically updated with new entries)
•    Students may view their balances online, in real-time
•    Students can self-generate invoices and receipts
•    Administrators can add, modify, transfer, and delete payments
•    Override refund policy
•    Administrators can issue full, partial, specific, or zero refund amounts at any time before and after the class start date.
•    Accounting staff can generate financial, billing, and invoice statements for individuals, companies, or organizations.
•    Creation of 3rd party payers accounts and access for representative
•    Notification to accounting staff when 3rd party payment has been processed
•    Accounting and program staff can record program, course, and class actuals, set budgets, and view profit and loss statements.
•    Roll up profit and loss statements at all levels.
•    Accounting staff can locate customer accounts using multiple search criteria.
•    Accounting staff can reconcile and balance A/R accounts with the agency foundation accounting system.
•    Associate additional fees with specific courses (e.g., lab fee, book fee)
•    Allow to charge stand-alone fees (products)
•    Produce receipts for single or multiple events, classes, workshops, or other activities.
•    Provide early registration fees (discounts), and automatically make them unavailable after a specified date.
•    Start and stop dates for early registration fees can be set by administrators.
•    Set up transfer fees.
•    Registration administrators can change or override all restrictions and fees on an individual basis
•    Provide cash and credit refund processes for in-person and phone registrations
•    Provide notification for cancellations (e.g., show cancellation online and send automated email or text to all registrants)
•    View promotional code(s), payment status, and type
•    Ability to generate multiple unique promotional codes
•    Create and maintain a unique refund schedule at program and class levels, with the ability for designated university staff to override
•    Process partial and full refunds for student withdrawal
•    Ability to cancel and remove an issued discount and reset the balance for the student
•    Ability to set up a payment plan.
- Reporting and analysis
•    Administrative users can create and customize reports of every data item in the system
•    Provide financial reporting by department (program)
•    Capture customer data for targeted marketing campaigns
•    Provide reports on course and class updates reflecting changes made to courses and classes
•    Provide a detailed daily deposit report, viewable daily or by specified time periods for reconciliation
•    Report multiple fee breakdowns per event
•    Provide a promotional code and discount usage report
•    Track when students transfer from one class to another, or substitute someone else for themselves
•    Output selected reports as MS excel, text, or pdf for print or email
•    Support for SEO (search engine optimization)
•    Provide dashboard-style reporting capability
•    Provide opt-in or unsubscribe attribute for customers for all promotions or specific email and direct mail campaigns and integrates with salesforce sales and marketing cloud
•    Product support of best practices and quality initiatives (team metrics reporting).
•    Provide student activity reports (self-service).
•    Log changes made by administrators - full audit trail of changes made to student records, course data, and financials
•    Report rooms scheduled for a specified date(s)
•    Automated email for reports
•    “Quick view” of enrollment counts by course/program/term/time period
•    Report on aggregate course registrations by the number of days before the start and registration deadline
•    Aggregated report on time to completion by program
•    Detailed reporting on third-party enrollments (identifying payer, amount, balance, courses, grades, completion, etc.)
•    Grades and success metrics
•    Role-based data access logs and reporting
•    Generate class rosters to include specific demographic and other data for each student.